NOTICE

Disposal of Student Records

Dear students and alumni,

In light of the increasing concerns regarding the handling of personal data, the Department of Social Work and Social Administration is committed to adhering to the University Records Retention Schedule (http://www.uarchive.hku.hk/index.php/records-management-progam/classification-and-schedul/index.html). As such, student records will be retained for a period of 7 years following graduation, after which they will be disposed of in accordance with the retention policy. Please refer to more details below.

1. Record of Study

You can conveniently apply for official documents (e.g., transcript, testimonial and academic attainment profile (AAP)) from the HKU Academic Services Office that includes your full academic record via http://www.ase.hku.hk/asoffice/ at any time.

2. Placement or Practicum Report and Record of Personal Information

Only the placement or practicum reports and other personal information kept at the department level will be deleted 7 years after graduation.

3. Application for the Placement or Practicum Reports

The copy of the report should have been returned to the students upon the completion of the placement or practicum. In case of loss, a copy of the report kept at the department can be applied within 7 years after graduation. You are strongly encouraged to keep your own copy. For those who graduated before 2018, please note that the report will be deleted on July 1, 2025. You can apply for a copy by clicking on “application for the placement or practicum reports”.

The application fee is HK$50 per copy (inclusive of postage by ordinary mail). Applications will be handled during the first working day of every month and the normal processing time is 10 working days. The processing time might be further extended if there is a huge volume of applications in that month.

4. Brief Record for Placement or Practicum Reports

The department will keep an electronic record of student UID, title of programme, unit and agency name, service setting, name of fieldwork supervisor, placement start and end date, total placement hours, total supervision hours, no. of case, group, community work, programme, and project.

Please note that the Department cannot certify any placement or practicum experiences with more than the above pieces of information seven years after graduation, as the records are deleted. Please keep a personal copy of your report, if needed. If you have any enquiries regarding the policy of retention of personal data of students, please feel free to contact us via swsa@hku.hk.

Department of Social Work and Social Administration

The University of Hong Kong